RECRUITMENT PRIVACY · 20 OCTOBER 2026
Your application, handled with care.
WhiteSQ Ltd uses the information you provide to consider your interest in work, contact you, arrange an interview and manage any subsequent onboarding. For privacy questions, access, corrections or deletion requests, contact HR@whitesq.com.
What we ask for
The initial application asks for your full name, date of birth, home address, email and phone number, available days and hours, student status, driving licence category, transport availability, possible start date and optional work experience. Your National Insurance number is optional at this stage and may be supplied later during onboarding. Please do not include identity documents, health information, bank details or other sensitive information in the experience box.
After a successful interview, we may invite you to a separate form for your legal name, date of birth, home address and the method you will use to provide right-to-work evidence. A share code can be supplied where appropriate; eligible original documents can instead be discussed with HR.
How we use it
We process your application to take steps at your request before a possible employment contract, and to organise recruitment. Required pre-employment checks are handled to meet our employment obligations. Submitting either form is not an offer of work and does not complete a right-to-work check.
Who can see it
Access is limited to authorised WhiteSQ recruitment and management accounts, including the recruitment team and HR. Ordinary warehouse staff and external Farfill supervisor accounts do not receive access. Our website hosting and database service providers process the information to operate the site. Applications are also copied to a restricted Google Sheet for WhiteSQ’s recruitment team; Google processes that copy as our service provider. We do not publish applications or use them for AI scoring or automated employment decisions.
We also use short-lived form tokens and a hashed network identifier to limit automated submissions. These technical form records are removed after 24 hours during routine maintenance.
How long we keep it
We retain details while your application is active. Unsuccessful or withdrawn applications are scheduled for deletion 180 days after closure, including their onboarding details and interview notes. Routine recruitment maintenance removes records due for deletion. Successful onboarding information remains available to HR for the next employment steps and any applicable employee-record requirements.
Your choices
You may ask us to correct your information, withdraw your application or consider a deletion request by contacting HR. You can also raise concerns with the Information Commissioner’s Office. We do not ask you to agree to marketing to apply for work.